TOPS MaintCo enhances the standard TOPS v3.2.1™ Work Order System by combining all of the communities in your portfolio into a global maintenance system. Manage the maintenance arm of your management company from within TOPS v3.2.1™, or manage your maintenance company with the stand alone version of this program. MaintCo provides the following benefits:

• Import owner and association data from TOPS v3.2.1™.
• Track work for associations, owners, or non-managed customers.
• Select the location of the job site, add a description of the work, and classify the work for reporting.
• Assign work to internal employees or outside vendors.
• Proposals may be generated and sent to customers prior to the start of the job.
• Maintain a maintenance worker schedule to assign work to employees and set up schedules for work to be done. This allows multiple employees to be assigned to one job and to schedule their time over multiple days.
• Bill in multiple ways. You can bill the homeowner directly, the community directly, or bill an owner’s community account.
• Allow multiple employees to charge time to one work order.
• Use the Phone Messenger to promote phone calls to work orders.

Broken into four major functions:

1. Customers: The Customers section of the program provides a general customer database. This database can be populated with the current homeowners in the TOPS v3.2.1™ system. The Customer database is also designed to have the individual community associations set up as a customer.
   
   A third type of customer that can be entered into the database is a non-homeowner, non-association customer. This type of customer can be anyone that needs service or repair work regardless of where they live. This versatility allows work orders to be charged to associations’ members, the community association itself, and individuals not in a managed community.
   
   
2. Calls: The Calls section of the program allows for the tracking of all incoming calls. The calls can then be assigned to managers and employees for review. Once the call has been reviewed by a manager, he or she can then decide to turn the call into a Work Order. A call does not always have to generate a work order.
   
   The call section can be also used to track incoming calls from homeowners for various reasons. This section also has reporting capabilities to track the number of calls received, and the time spent handling calls from each community.
   
   
3. Work Orders: Once a call has been turned into a Work Order it then enters the Work Order section of the program. The Work Order section allows the user to select the location of the job site, add a description of the work, and classify the work for reporting.
   
   The work order allows for proposals to be generated and sent to customers prior to the start of the job. You may assign work to internal employees or outside vendors.
   
   The work order section also has a full set of scheduling tools. This allows multiple employees to be assigned to one job and to schedule their time over multiple days. It is also in the work order section that costs may be added to the job to be billed.
   
   
4. Billing Receivables: The Billing and Receivable section handles the actual billing of a customer’s account. Work can be billed to an individual customer or to a managed association’s account. Invoices can be generated and sent to the customer or community in detail and summary formats.
   
   The Billing and Receivable section also handles the entry of cash for payment of the work performed. A full accounts receivable reports menu provides needed information for collections. This section also handles adjustment to the customer’s accounts along with the reversal of NSF checks.
   
   The billing and receivable section can also be integrated with the TOPS v3.2.1™ general ledger system to provide the maintenance company with financial reporting.

A Full Service Solution

TOPS MaintCo is designed to provide for all of the needs of a service division. Whether work is being performed on the association level, homeowner level, general customer level, or all three, TOPS MaintCo can handle it.

TOPS MaintCo provides tracking of jobs cost and scheduling tools to manage your employees’ time, produces invoices, and tracks billing and receivables. If you manage a maintenance facility TOPS MaintCo can help you manage it.

For more information, please contact our sales department at
1-800-760-9966 or via email at sales@212software.com.